Sr Administrative Assistant, Institutional

Stifel•San Francisco, CA

About The Position

The Sr Administrative Assistant provides a higher level of support to senior-level leadership and other senior group members within the designated area of the Institutional Group. The role serves as backup to peers and helps facilitate the smooth operation of day-to-day department activities. It includes administrative coordination, client and event support, office operations, and handling confidential information with discretion.

Requirements

Knowledge of administrative and clerical procedures and systems, including word processing, managing files and records, and standard office procedures and terminology.
Excellent communication and problem-solving skills.
Strong organizational and time-management skills.
High attention to detail and accuracy.
High level of professionalism and confidentiality.
High school diploma or equivalent work-related experience.
At least 5 years of administrative experience.
Proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.

Responsibilities

Maintain calendars and schedule appointments, meetings, and conference calls for the assigned coverage group; prepare agendas and arrange meeting rooms, catering, and other logistics.
Enter client information into CRM databases such as Salesforce, manage updates, and provide database support to the assigned coverage group.
Arrange domestic and international travel through the online system in accordance with Firm and department policy, as applicable.
Process expenses by preparing reports in the Corporate Accounting electronic expense system in accordance with Firm and department policy, as applicable.
Organize and coordinate client conferences, entertainment functions, and other events; attend conferences and assist with event and meeting coordination as needed.
Create and maintain reports and spreadsheets and complete ad hoc special projects.
Provide general office support, including distributing mail, office supplies, and invoices.
Operate and maintain office equipment, including fax machines and copiers, and troubleshoot issues when necessary.
Greet visitors and callers, direct them to the appropriate individual or group, respond to inquiries, take messages, and transfer calls.
Research questions and resolve problems involving expenses, technology, or other day-to-day issues with support groups.
Set up and maintain paper and electronic filing systems for expenses, correspondence, and other materials, including off-site storage as needed.
Handle confidential client and deal information with utmost discretion.
Assist with local equipment and access setup for new hires and coordinate with Company departments to support onboarding, as needed.
Liaise between the Office Manager and building management on site issues such as maintenance, emergency procedures, fire drills, repairs, office moves, and vendor visits, as needed.
Provide backup support to peers.